Difference between revisions of "How DTL meeting minutes are handled"

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(Prepare the new minutes)
(Replaced content with "[https://docs.google.com/document/d/1IEZ4AB1mV0VdaB_ersuVo3EZi_JwgJ3Pg1oKH3qls-U/edit?usp=sharing Moved to a google doc]")
 
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Many operational meetings in DTL are run in the same, a bit unconventional way: we make as much of the meeting minutes as possible before the meeting starts. This document details how this is accomplished.
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[https://docs.google.com/document/d/1IEZ4AB1mV0VdaB_ersuVo3EZi_JwgJ3Pg1oKH3qls-U/edit?usp=sharing Moved to a google doc]
 
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= Where to find/store supplementary information on DTL meetings =
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== DTL Coordination team ==
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Past minutes are stored on our DTL Google Drive: [https://drive.google.com/a/dtls.nl/folderview?id=0B44LcQ4X2ai7XzlkRmc5U3V4Z0U&usp=sharing /DTL CT/DTL werkoverleg/]verslag werkoverleg DTL yyyy-mm-dd
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Meeting subjects, absentees and roles are on  [[DTL Werkoverleg]]
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All participants are on the [mailto:dtl-ct@lists.dtls.nl dtl-ct mailing list]
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Minutes are not sent out to others.
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== Health-RI data team ==
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[https://docs.google.com/document/d/1B0VQw5Hu1Kl-ezb1F1OvUMBaTziFNmp-j5yDysRodok Current Minutes]
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Past minutes are stored on our Google [https://drive.google.com/drive/u/1/folders/0APmLiGhqqx0oUk9PVA Team Drive] as Health-RI-Data-Minutes-yyyy-mm-dd.{gdoc|pdf} (and in "odt" form for the time before we switched to Google Docs for editing).
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Meeting subjects, absentees and roles are maintained on [https://docs.google.com/document/d/1ATQSlrK_XJW_Rnc2OI-3diDjbvNLN2cn1uT-dOq6r5E a google doc].
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All participants are on the [mailto:health-care-data-team@lists.dtls.nl health-care-data-team mailing list].
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Weekly minutes are sent to the [mailto:health-care-data-interest@lists.dtls.nl health-care-data-interest mailing list].
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== ELIXIR-NL operational team ==
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Past minutes are stored on our DTL Google drive [https://drive.google.com/drive/u/1/folders/0B8lEfQV2Mo6wNENPc3R6ejhLYUE /DTL ELIXIR-NL/Team Meetings/yyyy/]Minutes-ELIXIR-NL-Team-yyyy-mm-dd
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Meeting subjects, absentees and roles are on [[Biweekly meeting of the ELIXIR-NL operational team]].
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All participants are on the [mailto:elixir-nl-team@lists.dtls.nl ELIXIR-nl-team mailing list].
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Biweekly minutes are sent to the [mailto:elixir-nl-minutes@lists.dtls.nl ELIXIR-nl-minutes mailing list].
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= Before the meeting starts =
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As person responsible for the minutes you can send a request for input on the minutes to the mailing list with the meeting participants; include a link to the actual google document for the meeting.
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= Run the meeting =
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== Share the document view ==
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* Open the minutes on your own machine.
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* To make it easy for the other participants, share the document "share" link on the group chat for the remote participants
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== edit minutes ==
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Mind the following:
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* Use the "standard" google styles "Normal Text" and "Heading 1" where possible.
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* Highlighting text from the "Pen" menu at the top (next to B/I/U/A) then select the color. Our "favorite" background colors are in the "custom" section of the color selector.
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* Use proper indent levels.
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* Use highlighting, e.g. "to be finished" => green, "strategic" => red, "waiting for external trigger" => blue where needed.
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= After the meeting =
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== Finish the minutes ==
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* Use "File -> Print" or "File -> Download as -> PDF Document (.pdf)". Rename the resulting PDF from topic-current.pdf to topic-yyyy-mm-dd.pdf.
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* Send the PDF to the appropriate mailing list, they are mentioned above for different DTL meetings.
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* Upload the PDF to the google drive.
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== Prepare the new minutes ==
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Directly after sending out the minutes, you should do the following:
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# Change the date in/under the title, and check the attendees/absentees for the next meeting (fill in those you already know).
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# Remove all "yellow" highlighting using one of these two approaches:
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#* Select all text that is "yellow", click the "Pen" menu, click None. Make sure highlights for strategic, waiting text in other colors are preserved.
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#* Click in a section that contains yellow background text, and ''no other markup'', and from the style menu select "normal text" to change it to white background. Keep the action items in boldface.
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If applicable, do the following to schedule non-recurring agenda items
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# For any agenda items that are not recurring, remove all the old text, keep only the action items and move them to the beginning of the "Parking Lot" at the end of the meeting, most recent first.
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# Remove all issues from the parking lot that have been solved, and make sure all new agenda issues mentioned there are scheduled on the wiki page for the meeting.
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# Select relevant non-recurring agenda points from the wiki page for the meeting.
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Latest revision as of 10:42, 19 December 2018

Moved to a google doc